Prioritized Views in Shape Software

Learn how Prioritized Views in Shape Software automatically organize records into actionable work queues using custom filters, intelligent sorting, and dynamic sections so your team always knows what to work next.

Prioritized Views in Shape Software

Stop Searching. Start Working.

Most CRMs have one thing in common:
They store your data.
Unfortunately, that’s also where many sales teams get stuck.
As your database grows, users spend more time asking:

• Who should I call next?
• Which customers need follow up?
• What’s the highest priority opportunity today?
• Am I forgetting someone?

When every salesperson answers those questions differently, opportunities get missed and follow-up becomes inconsistent.
Prioritized Views solve that problem.
Instead of displaying one long list of records, Shape automatically organizes your database into prioritized work queues that tell users exactly what to work next.
Think of it as a live playbook for your team. Rather than asking every user to decide what deserves attention first, administrators define the strategy once and Shape keeps everyone working from the same prioritized workflow.

What Is a Prioritized View?

A Prioritized View is an intelligent list page that automatically organizes records into multiple priority sections using administrator-defined rules.
Each section acts like its own filtered list, showing only the records that match the criteria you’ve defined.
Unlike a traditional database view that simply sorts records by a single column, Prioritized Views layer multiple filters together to create an organized workflow.
As records change, they automatically qualify for different sections, helping users focus on the next best action instead of searching through thousands of records.

Think of Prioritized Views as Your Daily Workflow

A well-designed Prioritized View answers one simple question:
“What should I work next?”
For example, a loan officer’s day might look something like this:

Instead of manually deciding where to spend your time, your Prioritized View continuously organizes your pipeline so you always know what deserves your attention next.

How Prioritized Views Work

Every Prioritized View consists of one or more Prioritization Rules.
Think of each rule as a mini filtered list.
Each rule asks a different question about your database.
Examples include:

• Which records are brand new?
• Which customers haven’t been contacted recently?
• Which appointments are coming up?
• Which opportunities are waiting for documents?
• Which customers belong in long-term nurture?

If a record matches the rule, it appears beneath that section.
The order of your rules determines the order users see them.

Building a Prioritized View

Creating a Prioritized View is easier when you think about four simple questions.

Step 1: Who should use this view?

Choose who has access.
You can assign a Prioritized View to:

• Individual users
• Teams
• Departments
• Everyone

This allows different roles throughout your organization to have their own workflows.

Step 2: What records belong here?

Choose the type of records you want the view to organize.
Prioritized Views can display:

• A specific record type
• All Records across your CRM

Then define which records belong using filters such as:

• Statuses
• Marketing Sources
• Marketing Channels
• Tags
• Standard Fields
• Custom Fields

Step 3: How should records be prioritized?

Every Prioritized View includes an overall sort order.
Common sorting methods include:

• Last Call Attempt Date
• Total Call Attempts
• Created Date
• Conversion Date
• Last Status Change
• Shape IQ
• AI Score

For example:

• Fewest call attempts first
• Oldest untouched records first
• Highest AI Score first
• Newest records first

This sorting happens within each section of your Prioritized View.

Step 4: Build your Priority Sections

Now organize your workflow.
Each section becomes one stage of your outreach strategy.
For example:

• New Leads
• Attempting Contact
• Contacted – Follow Up
• Appointment Scheduled
• Actively Working
• Long-Term Nurture

Every section has its own filtering rules and appears in the order you define.
You can drag and drop sections to change their priority at any time.

Powerful Filtering

Each section supports the same flexible filtering engine used throughout Shape Software.
You can combine filters using:

• Statuses
• Marketing Sources
• Tags
• Standard Fields
• Custom Fields
• Dates
• Call Activity
• Calendar Activity
• Numeric Values
• AI Fields
• And much more

Need additional help?
See our Using Filters guide for a complete explanation of every available filter operator.

Prioritized Views Stay Up to Date

Prioritized Views are dynamic, meaning they continuously evaluate your records against the prioritization rules you’ve configured.
As records are updated throughout the day, they automatically qualify for different sections based on your workflow. This keeps your pipeline organized without requiring users to manually move records between lists or reorganize their work.
Whether a lead changes status, a new record is created, or a field is updated, Shape automatically determines where that record belongs based on your prioritization strategy.

Prioritized Views vs Database Views

Database Views
Prioritized Views
Display all records in a single list
Tracking follow-up activities
Sorted by one field
Organized using layered business rules
Best for searching and reporting
Best for daily work and follow-up
Manual organization
Automatic organization
Static list
Dynamic workflow
Database Views are excellent for searching and reporting.
Prioritized Views are designed for helping users decide what to work next.

Locking Columns

Administrators can lock the columns displayed within a Prioritized View.
This creates a consistent experience across the organization and ensures every user sees the information needed for that workflow.
Unlike Database Views, locked Prioritized Views prevent users from changing the column layout.

Best Practices

• ✓Build sections around your team’s actual sales process.
• ✓Keep section names action-oriented.
• ✓Start with simple status-based rules before adding advanced filters.
• ✓Avoid creating unnecessary overlap between sections.
• ✓Use sorting to support your outreach strategy.
• ✓Review your workflows periodically as your business evolves.
• ✓Remember that Prioritized Views are designed to guide work, not replace automation. Use Triggers and Drip Campaigns when records should be updated automatically.

Common Mistakes to Avoid

Building one giant section

Smaller, focused sections make it much easier for users to know where to start.

Creating overlapping rules

If the same record qualifies for several sections, users may become unsure which one deserves attention first.
Whenever possible, design sections that represent distinct stages of your workflow.

Starting with overly complex filters

Start with statuses and simple filters first.
Once your workflow is working well, gradually introduce custom fields, AI Scores, dates, and other advanced criteria.

Treating Prioritized Views like reports

Prioritized Views are not reporting tools.
They’re work queues designed to help users focus on their next best action.

Frequently Asked Questions